QuickBooks Backup Copy vs QuickBooks Accountant’s Copy Davis & Hodgdon CPAs
Whenever you open your work in process file in QuickBooks the changes you make to the file are constantly being saved to this file type located on your computer. The QuickBooks backup has the same workflow process as a portable copy. The accountant will need to restore the file to their PC, make their changes, and then create a new backup to give to the client.
Use the File Name box of the Save Accountant’s Copy dialog box to name the accountant’s copy of the QuickBooks data file. If necessary, the client can also use the Save In drop-down list to specify where the accountant’s copy of the QuickBooks data file should be saved. \nUse the File Name box of the Save Accountant’s Copy dialog box to name the accountant’s copy of the QuickBooks data file.
Email a QuickBooks File
Because of the free, easy-to-use, and secure transfer process for an Accountant’s Copy file, it’s a great choice for a wide range of tasks. While intended to be used as an email attachment, you should not use a portable company file to send us your year-end tax preparation or accounting work. Due to security concerns, sending your QuickBooks data as an unsecured email attachment is not recommended. What makes portable files smaller is that they don’t have images or logos, making it easier to send them through email or transfer. Remember, portable company files are only important when you’re going to email or transfer them and act as a substitute for backups. Since portable company files are great for sharing accounting data where a full backup is unnecessary, consider creating a backup.
The Send Company File command saves you much wailing and gnashing of teeth. It also provides a highly secure way to share accountant’s copies. The link in the email message you get from Intuit expires after a few days. Accordingly, if your client sends you the file on the first day of your two-week vacation, the link won’t work when you get back to the office. \nYou want to use the Send Company File command or have your clients use the Send Company File command if you can. The Quickbooks portable file is small enough and saves accountants from relying on multiple storage solutions for backup.
Step 1: For Client
Check out on how the accountant’s file transfer works to learn more. Learn how to create a portable version of your company file that’s easy to move. Also, introduce other software like Qbox to enable your Quickbooks portable file to work well.
Learning how to send QBM file Quickbooks and back up your financial data on the right devices is also essential if you want to avoid frustrations. Using the right software applications is the best way to make your work easy and embrace digitalization. Introduce Quickbooks portable file, store your accounting data safely, and share it easily. When you open the portable company file, Quickbooks reindex your data automatically, helping with various data issues. Backup ensures you have your data if something happens to the original Quickbooks. However, most people don’t create full-size backups claiming they’re bigger and require compression.
Electronically sending the accountant’s copy
Often, QuickBooks files are too large to send via email or as attachments, or even to upload on a flash drive. Portable files are ideal for sharing with your accountant, bookkeeper, or ASAP. Keep in mind that a portable file is a copy of your original file, so do not expect to be able to work on the file at the same time as your accountant. Portable files are ideal when your accountant only needs to see your company data and does not intend to do any data entry within the file.
Putting those features into QB Pro would make QB Pro a bigger and more expensive product for all users, when only accountants need the extra features. Second, the accountant’s copy file makes use of Intuit’s online services, which means that you and your clients would need to purchase a new QB license every 3 years. In that sense, the upgrades never end, so there is no work around. Operating the online services that are the backbone of accountant’s copy files takes money, so if there were no upgrades to provide money, accountant’s copy files couldn’t exist for very long. QB Pro is under $200, or about $70 per year over the 3 year period. Likewise, if you find the cost of QB Premier Accountant to be excessive, you probably don’t have clients that need to make use of the features that software provides.
- If necessary, the client can also use the Save In drop-down list to specify where the accountant’s copy of the QuickBooks data file should be saved.
- For starters, like a backup file, it’s safest to create or restore it onto a Solid-State Drive or traditional Hard Drive .
- Ideally, the client and accountant using the Accountant’s Copy feature should use the same version or year of QuickBooks Desktop.
- You’ll see a pop-up with “open portable company file” from there.
- You can rest assured that we will work closely with you to create actionable business plans and accurate financial reporting.
It is not recommended to use the Portable Company file for your regular backups. It was created solely to allow faster transfers of data files over the Internet. QuickBooks Backup File (.qbb)- A QuickBooks backup file is my preferred method of sending and receiving company files. This gives me all of the information I will ever need from a company file. Once the accountant receives the file, they will need to restore the file to their computer; complete their edits and changes; then create an updated portable copy to send back to the client. Once the client receives the updated portable file, they will need to restore the file to their computer and then work from this version going forward.
The backup also helps maintain your message templates, logos, and images. If you’re a long-time user of QuickBooks Desktop, you were likely reminded to back up your company file – either through the logoff process, or encounters with QuickBooks Support. There’s a chance your company has used the same file over a sustained period; we’ll say a year or two. Granted, there are multiple storage solutions to archive your backup files – flash drives are popular for their price to storage ratio. What if you’re in a situation where that isn’t a possibility?
How Do I Create a QuickBooks Portable File?
In the event that another window shows up called Backup Options, click Browse, and pick an area to spare your reinforcement record to that you’ll recollect. A Community of users for Quickbooks Online, Pro, Premiere and Enterprise Solutions. Jami – We’ve updated our posts with a few links from our QuickBooks KnowledgeBase.
Set the dividing date to define the fiscal period the accountant can work on.Accountants can only modify transactions that fall on or before the dividing date.
I have often found that it is easiest to save it to your Desktop and then move it to your CMP Sharefile account or to a CD, flash drive, email attachment, or link that you receive from us. Quickbooks Accountant transfer file, we can send the changes back to you for easy importing into your working company file. All of the adjustments that we have made to your QuickBooks and all of the work that you have continued to do easily incorporate together after we send the changes back to you. These adjustments can only be incorporated automatically back into your QuickBooks if you send us an Accountant’s Copy. Your email provider may limit the size of attachments that you can send via email.
An Accountant’s Copy is a version of your company file that we can use to make changes to your data while you continue to work. When we are done adjusting your file, we can send our changes back to you for easy importing into your working company file. QuickBooks Accountant’s Copy (.qbx .qba .qby)- The QuickBooks Accountant’s Copy file types are a great resource when you need to have someone make changes to a prior financial period. They are not something you should be working in unless you are a CPA or a bookkeeper. Portable company files are great for sharing or moving accounting data around when you don’t need a full backup. Here’s how to create and open a portable company file to quickly move your data or fix issues.
\nYour email provider may limit the size of attachments that you can send via email. \nAfter the client names the accountant’s copy of the data file and indicates, if necessary, where the accountant’s copy should be saved, the client clicks Save. You have to know how to create a portable file on a Quickbooks desktop and the tricks to restore it.
That’s why, as an accounting firm, you must introduce a portable QuickBooks file. The file will make it easier for you to share or move accounting data. This file, though often a thorn in the side of company file performance, is helpful in certain data restoration efforts – since it is used to help restore transaction data, through a specific process. QuickBooks Portable File (.qbm)- The QuickBooks Portable File is a common methodology used to attempt to compress the company file as a whole to make it easier to send through a digital medium. Notice that the original QuickBooks file’s size is 13,372 KB, while the portable file’s size is 615 KB. The client can now open this import file to apply the accountant’s changes to the company file.